Writing a Press Release - 1• format - usually white A4 paper - word processed - double

spaced - at least 10 point font size - if it is more than 1 page write “more” at the end of the page - at conclusion write “end” or “###” to signify finish

• heading - name & address of organisation - name & phone no. of contact person (daytime and maybe also a night/home no.)

• dates - important so the receiver knows it is current and so it can be identified later - also release date:– FOR IMMEDIATE RELEASE (most are received this way)– FOR RELEASE Friday 14 January (not before this date)– FOR RELEASE Friday 14 January or thereafter ( still relevant

after this date)

Writing a Press Release - 2

• headlines - a summary of the release - are helpful to editors e.g. Outpatient Surgery Cuts Hospital Costs– write in present tense - past tense gives impression

that item is not timely• structure - first paragraph or two tell the basic story and

the rest add detail - if the gatekeeper (receiver) doesn’t find the start interesting he/she won’t use story - if the editor cuts the length he/she will start at the end and cut back - if people only read the beginning they will get the main facts

• content - five W’s and 1H - who, what , where, why, when and how???

Writing a Press Release - 3• fact sheets - some editors hate to use press releases and

always rewrite the stories - so sometimes a fact sheet listing the info. in the form of the 5W’s and 1H is better

• localize the story for regional media • multiply by producing several releases from the same story

for different media